QuickBooks for Windows: Managing billable expenses

When using PayMaker's sync with QuickBooks for Windows, an expense line item on a bill can be tagged as billable in PayMaker, and it will sync to QuickBooks as an open billable expense. From there, a customer invoice can be created in QuickBooks, and then that open invoice will sync back to PayMaker.

The first thing to do to get this setup is turning on Use Customers/Jobs in Payables in PayMaker:

  1. Click Settings
  2. Under Accounting, click Preferences
  3. Click Edit
  4. Select Yes for Use Customers/Jobs in Payables
  5. Click Save

Now when creating new vendor bills, check the billable box for any line items to mark them as billable. When saved the bill will sync to QuickBooks as normal, but now the sync will also create the billable item.

Note: the sync will not create the actual invoice for the billable item. In QuickBooks, create the invoice from the billable item. Once the invoice is created in QuickBooks, it will sync back to PayMaker as normal, and can be processed as desired.

Things to know

For the Billable item to sync:

  • Jobs must be enabled
  • A valid customer is selected
  • The chart of account type is expense

If you do not see the described feature available in PayMaker, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for PayMaker and upgrade accordingly or contact the Administrator of your PayMaker account. Changes in monthly user fees may apply.